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19-221: Logistics Manager - Procurement - Emergency Management Team (EMT)
Country:Global
Department:Logistics
  
Essential Job Duties/Scope of Work:

Job Description

International Medical Corps is a global humanitarian nonprofit organization dedicated to saving lives and relieving suffering through healthcare training and relief and development programs.

Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in areas worldwide. By offering training and health care to local populations and medical assistance to people at high risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

Background

When catastrophe hits, International Medical Corps is often one of the first humanitarian aid organizations on the scene providing rapid and effective aid that saves lives, reduces suffering, and promotes self-reliance.

International Medical Corps: provides safe, timely, effective, efficient, equitable and patient centered care; offers needs-based response according to the context and type of Sudden Onset Disaster and/or outbreak in the affected nation: adopts a human rights-based approach to their response; ensures they are accessible to all sections of the population affected by the SOD and/or outbreak particularly the vulnerable; and treats patients in a medically ethical manner consistent with the World Medical Association Medical Ethics Manual.

International Medical Corps is accountable to: patients and communities; host government, Ministry of Health; our organization and donors. International Medical Corps commits to a coordinated response under the national health emergency management authorities. International Medical Corps collaborates with the national health system, the cluster and the humanitarian community.

Selected personnel are on standby to deploy to a crisis within 48hours. Personnel may deploy to new areas of operation or lend support to International Medical Corps teams already on the ground. International Medical Corps maintains a roster of volunteers and staff who have completed pre-deployment paperwork, orientation and training. The roster is updated on a regular basis. Through this expression of interest, applicants maintain professional profiles with International Medical Corps so that information is complete and readily available for an emergency response deployment.

Job Purpose

This position will support International Medical Corps' emergency response delivering outpatient clinical care to disaster effected populations.

The primary responsibility of the Logistics Manager – Procurement is to support the implementation of services in an emergency setting.

The Logistics Manager – Procurement is responsible for the establishment and delivery of procurement services in accordance with International Medical Corps (IMC) policies and procedures, WHO standards, and where applicable, at minimum Emergency Simplified Procedures (ESP). This requires a highly motivated and detail solution-oriented individual who will be able to resolve critical challenges as they arise in order to meet Emergency Medical Response requirements related to procurement.

The Logistics Manager – Procurement contributes to ensuring that International Medical Corps commitment to improving quality and accountability in humanitarian work is upheld, through reference to the Sphere Charter, IMC Minimum Standards and the NGO Code of Conduct.

**NOTE**Candidates applying to this position are indicating that they are interested in being considered for the International Medical Corps standby roster for emergency response. Roster members will only be contacted when there is an emergency response need for which the responder is qualified for. This position will not be compensated unless responders are deployed to an emergency response.

Main Responsibilities

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation. The tasks listed are representative of the nature and level of work assigned and are not necessarily all-inclusive.

The duties and responsibilities assigned under this Job Description apply to a health facility and base camp. Asa member of a mobile medical unit deployment, the Logistics Manager will also assume management responsibilities for fleet and transportation.

The Logistics Manager – Procurement works with Logistics Coordinator to identify priority areas to improve International Medical Corps preparedness and emergency response capacity related to procurement.

S/he will support the implementation of procurement procedures and policies during preparedness phase and emergency response through the following specific activities:

Procurement Execution

·        Responsible for the effective implementation of IMC Procurement policies, procedures and systems applicable to the Emergency Medical Response under Emergency Simplified Procedures and as required, standard operating procedures. Ensure existing practices, policies and procedures are in compliance with IMC global standards and donors’ requirements.

·        Responsible to ensure procurement activities are conducted as often as required while aiming to achieve value for money purchase through ethical, transparent and fair competition in line with organization and donors’ standards.

·        Responsible to support Project Managers and Team Leader by establishing dynamic and flexible procurement planning processes and pro-actively collect procurement needs from program teams to minimize time between needs identification and procurement delivery.

·        Responsible for the organization of a reliable and cost-effective local procurement system and delivery of procurement services in support to the Emergency Medical Response operation.

·        Accountable for and initiation, coordination and tracking of the national / international re-supply pipelines.

·        Responsible for an effective implementation of the re-supply process, interfaces with Emergency Medical Response warehouse, medical teams and IMC Global Procurement Unit (GPU) to place orders in a timely fashion, to avoid stock-outs that would impact mission and service to beneficiaries.

Market Survey and Vendor Management

·        Responsible for local market survey for relevant items categories. Pro-actively coordinates with established humanitarian organizations / UN agencies as primary source of information if available.

·        Coordinate with Global Procurement Unit and US based logistics team on international market survey for items prepositioning or for items not available locally, for response resupply purpose.

·        Responsible for vendor registration and timely conduction of vendor prequalification for medical commodities in line with Global Procurement and Supply Chain prequalification protocol

·        Conduct regular due diligence vendor visits to mitigate risk of vendor underperformance, low capacity/quality or ghost vendors.

Reporting and Filing

·        Responsible and accountable for the establishment of commodity pipeline information for local and international procurement, procurement tracker and its timely communication to with EMT stakeholders, ERU Management and HQ Logistics focal points.

·        Accountable for the establishment of an accurate filing systems maintained updated and its periodic verification for auditing purposes, both Internal and External Donor audits.

Transition

·        Responsible for anticipating, planning and execution of the transition from ESP to standard procurement procedures.

·        As operation requires and response duration expands responsible for the implementation of Blanket Purchase Agreements for frequently procured supplies, works and services in order to strengthen and optimize EMT local procurement capacity.

Clearance and Export Compliance

·        Responsible for customs clearance of the EMT equipment and supplies directly or through identified alternative Consignee in the most cost-effective and fastest possible manner.

·        Responsible for field purchases Export Compliance in collaboration with HQ export compliance Focal Points.

Staff Capacity Building and Performance Management

·        Select, orient and oversee the performance of staff under line management.

·        Contribute to the recruiting, induction, on-job training/coaching and management of an adequate local procurement staff, as required to augment international team to meet EMT response requirements.

·        Coach, train, supervise and mentor direct-report staff and provide regular and timely positive and constructive performance feedback, and providing documented performance reviews.

·        Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.

·        As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.

External and Internal Coordination

·        Proactively engage with team members on all procurement matters and coordination requirements related to assigned functions.

·        Support the Logistics Coordinator in engagement with donors, local government, project partners, UN agencies,Logistics Cluster and other non-governmental organizations (when requested) to ensure adequate information sharing, address common concerns/problems and seek solutions.

·        Represent IMC in a positive and professional manner contributing to the creation of a positive image and overall credibility of the organization, notably through the application of IMC’s mandate, ethics, values and stand-point with regard to other actors.

Compliance and Best Practices

·        Committed to fraud detection, risk reduction and fraud reporting,

·        Ensure compliance with IMC policies and procedures, applicable donor regulations and host country regulations and laws.

·        Work with Finance, Compliance and audit focal points to assess compliance with internal controls and implement corrective measures.

Ethics

·        Promote and encourage a culture of compliance and ethics throughout International Medical Corps.

·        As applicable to the position, maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adhere to those standards.

·        Conduct work with the highest level of integrity
Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.

Qualifications:

·        Degree in Logistics, Supply Chain Management or related field, or as alternative Certification in Humanitarian Logistics or similar, or extensive experience in humanitarian logistics

·        Relevant qualifications or training courses desirable

Experience

·        Experience in supply chain management in an emergency environment with emphasis on procurement

·        Experience building and developing the capacity of staff through the use of formal and on-job training

Competency

·        Excellent interpersonal and team skills

·        Commitment to and understanding of IMC’s aims, values and principle

·        Working knowledge of Microsoft office and related IT offerings preferred

·        Commitment and demonstrated skills to build national staff capacity in the areas of logistics management, supervision and monitoring

  • Strong organizational and problem-solving skills with analytic approach
  • Strong interpersonal, management and leadership skills
  • Ability to work in participatory manner with staff to assess needs, implement and monitor activities
  • Ability to integrate and work well within multi-ethnic and multicultural teams
  • Strong negotiation, interpersonal and organization skills
  • Proficiency with MS Word and Excel
  • Ability to effectively present information and respond appropriately to questions
  • Ability to read, write, analyse and interpret, technical and non-technical in English
  • Fluency in English
  • Fluency in additional languages such as French, Spanish, or Arabic desirable

In addition to the responsibilities referenced above, candidate scan expect to be living and working in austere conditions. Lifting moderately heavy objects from the ground, carrying a backpack for extended periods of time, and walking or hiking in remote locations may be necessary to perform these functions.

Other

International Medical Corps is a first-responder to natural and man-made disasters and has a mandate of working in remote locations.  The organization has a comprehensive security management policy and plan in place and committed to do everything possible within its remit to ensure safety and security.  Notwithstanding, the mandate and programming choices of International Medical Corps require staff with high degree of resilience, extremely decisive quality and ability to move fast.

Equal Opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.